Associate Operations Director

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How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Summary

The Michigan Medicine Department of Pathology Associate Operations Director will oversee pre-analytical services including Specimen Processing (including sendouts and external results) and Phlebotomy (inpatient, outpatient, and satellite).  This role is expected to work independently and in collaboration with clinical laboratory personnel, regularly exercise good judgment in setting priorities, resolving operational problems, and the application of policies, procedures, and methods.  Primary duties are primarily administrative in nature including overseeing, optimizing, and maintaining superior quality across all phlebotomy services and the specimen processing sections. 

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally.  Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world’s most distinguished academic health systems.  In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

  • Excellent medical, dental and vision coverage effective on your very first day
  • 2:1 Match on retirement savings

Responsibilities*

Departmental Duties

  • Direct and coordinate assigned operational activities for clinical services in assigned areas in collaboration with managers and directors.
  • Serve the needs and requests of departmental leadership and institutional leadership, and clearly communicate goals, challenges, and opportunities to both groups; be a liaison between both groups.
  • Attend selected or assigned departmental and hospital administrative meetings, and routinely communicate information back relevant departmental stakeholders.
  • Ensure the availability of accurate, timely data on service levels of assigned areas and present this data regularly to departmental and institutional leadership.  Investigate, describe, and correct variances, discrepancies, and subpar performance on a regular basis.
  • Actively participate in departmental initiatives, meetings, and goals as directed.  Present updates at regularly scheduled departmental meetings.

 

Operational Oversight

  • Provide primary operational oversight of assigned areas (specimen processing and phlebotomy) with authority to make operational decisions.
  • Be accessible to staff to provide on-site, telephone, or electronic consultation for operational issues in accordance with policies and procedures established by the Chief Department Administrator, Operations Director(s), Division Director(s), and Laboratory Director (CLIA).
  • Inform staff of new or changed policies and procedures as well as divisional goals and priorities.  Clarify questions and provide the purpose and expected outcome of any changes that impact staff.
  • Work with the clinical laboratory leadership team and staff to make changes to workflow to achieve maximum effectiveness and quality.  Communicate and resolve barriers to achieving these objectives.
  • Serve as clinical/laboratory services resource for internal and external stakeholders.
  • Oversee the implementation of new and revised operational policies and procedures.
  • Establish an inclusive atmosphere that promotes engagement, satisfaction, and safety for all patients and employees.
  • Maintain Pathology Handbook policies related to assigned areas and provide modifications in coordination with medical leadership.
  • Recommend workflow redesign and reengineering for improved operations supporting LEAN principles.
  • Take call in rotation with other operational leaders in the department as scheduled.  Call time requires this individual to be available at a minimum by phone, and possibly in person, when issues arise requiring attention from the Pathology Administrator On-Call.  Escalate urgent issues up chain of command immediately.
  • Routine travel between the Michigan Medicine primary campus in Ann Arbor and the University of Michigan North campus in Ann Arbor.  These campuses are approximately 2 miles apart and free transportation is available between them.  Occasional travel to satellite locations where the department provides phlebotomy services.  The Associate Operations Director is expected to be visible to staff on-site, and available to and engaged with staff.

 

Manage Budget/Finances of the Clinical Laboratories

  • Be familiar with section budget and assist with ongoing review and planning for personnel, equipment, materials, and space.
  • Be familiar with vendor contracting and supply procurement and assist procurement services lead as needed.

 

QC/QA/Compliance

  • Monitor integrity of data collection and use of protocols and procedures.  Report any concerns regarding data integrity or collection/presentation methods.
  • Monitor compliance with University and departmental policies and safety programs.
  • Optimize workflows in a manner that is compliant with all regulatory requirements and provides the highest quality outcomes for our patients.

 

Personnel/HR

  • Direct supervision of assigned managers.
  • Evaluation of employee performance and development, including fostering employee empowerment, leadership, and responsibility; facilitate communication and conflict resolution.
  • Manage the process of requesting, posting, and hiring new employees for direct reports.  Participate in the resolution of employee discipline, complaints, and grievances.
  • Review, endorse, and modify the recommended employment, promotions, and salary increases of laboratory staff.
  • Manage the termination and off-boarding of direct reports.
  • Engage Human Resources as required and inform Chief Department Administrator of any significant personnel issues that rise to the level of leadership review.
  • Actively participate in Pathology administration meetings and activities.  Meet with peer and senior operational and administrative directors to collaborate, share information, and be open to giving and receiving feedback in a constructive, professional manner.
  • Manage Projects and Efficiency of Assigned Service Areas
  • Monitor project development; prioritize and manage time-sensitive projects.
  • Generate, review, and explain data and reports as assigned.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

The position closely partners with and supports the work of the Director of Clinical Pathology with the primary goal of maintaining and continuously improving operations in assigned clinical service areas (specimen processing and phlebotomy).  The areas of responsibility and focus of this position may vary or expand over time based the ever-evolving needs of the department, so flexibility and adaptability are essential for success in this role.  The individual in this position is expected to be a role model in the department and a representative of Michigan Medicine.  They are expected to exercise poise, gravitas, respect, professionalism, and inclusivity in all aspects of job performance.

 

SUPERVISION RECEIVED

This position reports directly to the Chief Department Administrator (CDA) of the Department of Pathology.  The individual in this role will meet regularly with the CDA for guidance, mentoring and feedback on performance, and they will provide data and reports to the CDA on a regular interval.  This position has a dotted line reporting relationship to the Division Director of Clinical Pathology (faculty physician) and must operate according to all medical, regulatory, and service expectations of the Director of Clinical Pathology, the department, and the institution.

 

SUPERVISION EXERCISED

  • Direct supervision of Specimen Processing and Phlebotomy Managers as assigned by the Chief Department Administrator.
  • Indirect (administrative/operational) supervision of supervisors and staff working in these areas.
  • May have expanded supervisory duties over additional areas as assigned by the Chief Department Administrator.

Required Qualifications*

In order to be considered for this position the applicant must have met or will have met all the required qualifications prior to the start date of employment.

  • Baccalaureate degree in business, administration, chemical, health, or biological science.
  • Ability to lead people, think critically and strategically, manage projects, and execute on goals.
  • Ability to function independently with demonstrated leadership experience.
  • Evidence of excellent communication, process improvement, change management, and team building skills.
  • Ability to work independently along with working collaboratively across laboratory or departments.
  • Excellent time management skills, ability to prioritize appropriately, and exercise good judgment.
  • Knowledge of healthcare and/or laboratory regulatory and compliance requirements.
  • Minimum of 5 years supervisory/leadership experience in a clinical discipline.
  • Requires frequent (standing/walking/sitting) for long periods of time and the ability to lift 25 lbs.
  • Valid drivers license as well as ability to be insured is required as travel to medical and ambulatory locations is required and personal vehicle may be utilized.

Desired Qualifications*

  • Clinical laboratory leadership experience.
  • Baccalaureate degree in Medical Laboratory Science.
  • Master's degree in business or healthcare administration.
  • Proficiency with electronic health records (Epic), Microsoft Office suite (Excel, Word, PowerPoint, Teams, Power BI, etc.)
  • Lean/Six Sigma education or certification.

Work Schedule

This full time, 40 hour position is exempt, and while an average of 40 hours is required additional hours may be needed dependent on coverage, emergent issues, or project deadlines.  On-call is required and will be rotated among the general operations team and Pathology Administrators. 

Work Locations

This position will be located at NCRC on Plymouth Rd in Ann Arbor.

Additional Information

May have exposure to noise from laboratory and/or hospital equipment.

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings.  Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

Application Deadline

Job openings are posted for a minimum of seven calendar days.  The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.